GRADUATE STUDENT HANDBOOK

Welcome! This handbook of policies and procedures is designed in order to provide you with valuable information that you will need in the next few years. It will also help connect you with the wide range of offices and professionals around the campus dedicated to supporting graduate students. We strongly urge you to take advantage of these resources whenever possible.

NEW STUDENTS, please be advised you can view all of your 2018 orientation materials here.

Advising

If you are seeking guidance in support of your graduate academic progress and degree completion you can make an appointment to meet with with Kellie Smith. You can: Book online, email Kellie at kellie@sfu.ca, or call 778-782-3831.

Kellie will try to answer questions by email within 3 business days, although sometimes volume makes this impossible. Please do not re-send your questions. Program planning and graduation checks should be done in person. Course substitution requests and other forms can take up to two weeks to process. If you have an urgent question, write 'urgent' in the subject of your email.

For drop-in sessions, I will see you in the order that you arrive. I will do my very best to see everyone.

FHS Professional Opportunities Blog

Facilities and IT

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Computer Network Connections

SFU has 3 wireless networks available for faculty, staff and student use.

1) SFUNET is the standard SFU wireless network on campus. No configuration is needed prior to use and utilizes a web portal for authentication. To use, simply connect to SFUNET and open a web browser. You should be directed to enter your SFU id and password.

2) SFUNET-SECURE is the secure wireless network on campus. While an initial setup process is required, users are encouraged to use SFUNET-SECURE when possible.

3) EDUROAM network allows you to use your SFU computing ID and password to authenticate at cooperating universities.

Computing Lab Access

There is a 36 station computing lab in Blusson Hall 11660 supported by FHS available for use to FHS Graduate Students. Access to the lab is controlled by a combination lock at the door which is reset September 1st of every year. The combination will be forwarded to you at the start of the semester. Do not pass this combination to any person. Use your computing ID and password to log onto the workstations in lab which have a number of software packages for word processing, statistical, and spatial analysis.

Printers/copiers

Graduate students have access to printers located in the general computing lab (BLU 11660) and the work rooms in BLU 10501 and BLU 11501. Login to the workroom printers is through your computing ID and password. See the SFU print website to learn how to set-up printing on your laptop as well as additional locations for all students.

Computing Lab Print Credit

Printing credits can be purchased with a credit card. When you login to a computer in the computer lab your current credit is displayed in a yellow window in the top-right corner of the screen.

To purchase credits:

1. Visit PaperCut and log in with your SFU computing ID and password.
2. Click on ‘Add Credit’
3. Select the amount to add ($2, $5, $10) using the drop down menu, then click on the ‘Add Value’ button.
4. Enter your credit card details.
5. Click ‘Process Transaction’ only once.
6. When the transaction is approved, credit will be automatically added to your account and available for immediate use.

When you log in to a computer in the computing lab or graduate study space, your current printing credit will be displayed in a yellow window in the top right corner of the screen.

File space and file sharing at SFU

FHS managed file space. FHS provides personal file space for course work in the FHS Computing Lab at Blusson Hall 11660. This space is provided for the duration of your Graduate studies at FHS and is accessible through the My Documents folder or through M: in My Computer in the computing lab. This space is accessible only to you and FHS IT Staff. Instructors may choose to deliver course materials via the shared course drive (T:).

SFU managed file space with file sharing. SFU offers access to the highly versatile SFU Vault cloud storage service. This space can be used to store files and can be used across multiple devices. Find more information on SFU Vault.

Computer Software

SFU Site-Licensed Software. As part of licensing agreements with various software vendors, SFU offers software, free of charge, to students. Software under this agreement include Office 365 for Education, JMP, SAS and NVivo.

Software under SFU site-licensed is administered by SFU IT Services. FHS IT Staff are unable to provide assistance in installation and use of this software.

Lynda.com

FHS Graduate students have free access to online courses through Lynda.com

Office Space

Grad students are allowed to use workstations in the open plan area BLU 10402. These are drop in workstations. Entry to the open plan offices is through an access/unican code which is changed before the Fall and Spring term and emailed to the students lists by Graduate Program Staff. MSc and PhD students can request private workspace through this form.

Room Bookings

Graduate Program Staff may assist you in booking a room in Blusson Hall for your research proposal meeting, comprehensive exam, capstone presentation or thesis defence. MPH students contact mph_assistant@sfu.ca, MSc/PhD students contact mscphd_assistant@sfu.ca.

Senior supervisors have access to book rooms for committee and other meetings. Staff do not normally book rooms for these meetings.

BLU 9820 is offered as dedicated group study/meeting space for FHS graduate students on Burnaby campus and can be booked by contacting a staff member. MPH students contact mph_assistant@sfu.ca, MSc/PhD students contact mscphd_assistant@sfu.ca.

Student Lounge and Study Space

The graduate student lounge is located on the main floor of Blusson Hall in room BLU 10716. Students need to make sure that the room is locked before leaving the area. Students need to be cognizant of noise levels as staff and faculty are working in offices located around the periphery of the lounge.

Entry to the lounge is thorugh the use of an access code that is changed regularly and provided by email at the beginning of every term.

Graduate student space in the Research Commons

There Research Commons is located on the 7th floor of W.A.C. Bennett Library and is exclusively accessible to graduate students, faculty, and postdoctoral fellows by punch code. The space is currently equipped with wireless access, workstations, bookable group rooms, and areas for discussion and relaxation. The access code to the Research Commons will change periodically. Effective 4 September, 2018, access is available using: 2-4-3-1-Enter.

Video Conferencing

FHS has a built-in video conference system in The Boardroom (BLU 11021) which is available for students for thesis defence, comprehensive exam, capstone presentations, and project presentations. Please speak to your graduate Program Assistant for more information about booking. For all other uses (academic or research meetings), students are expected to coordinate video conferencing set up on their own. Faculty have access to book video conferencing using BlueJeans at SFU IT website.

Additionally, Audio/Visual IT Services also provides computers, data projectors, sound systems, and other related A/V equipment to SFU's lecture theaters and classrooms. SFU IT Services is located in SSC P9301.

FHS Graduate Student Caucus

The FHS Graduate Student Caucus represents the voice of all graduate students in the Faculty. The caucus acts as a liaison between the student body and the Faculty and is responsible for voicing student opinions, organizing numerous student events, and supporting student initiatives. The Caucus works hard to create a sense of community within the Faculty and across campus for MPH, MSc, and PhD students in Health Sciences. For more information, please visit the FHS Graduate Student Caucus website.

Graduate and Postdoctoral Studies Office

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Academic Progress

The progress of all students working toward the MPH, MSc, and PhD degree is reviewed regularly at the end of every term by the graduate program staff. A minimum of A (3.0) must be achieved in all coursework taken for credit. A student may be required to withdraw if progress has not been satisfactory as shown by coursework, or other requirements of the graduate program. The student will be informed of unsatisfactory academic progress in writing before any action regarding withdrawal is taken.

Application to Graduate

Every candidate for a graduate degree is responsible for applying for graduation online on the Student Information System. Normally students apply to graduate in the semester that they defend. Convocation takes place in June and October. Students who defend in the Fall and Spring semesters convocate in June, and students who defend in the summer semester convocate in October. Refer www.sfu.ca/convocation/students/apply-to-graduate for convocation details. Find details of upcoming ceremonies here.

Degree Completion Timeline

The time limit for students enrolled in a master's program to complete all of the requirements is 9 terms from the start of the program and for doctoral students is 18 terms from the start of the program. Please note that we normally expect master's students to complete in a maximum of 6 terms and PhD students to complete in a maximum of 12 terms.

Program Extensions

Students may apply for an extension to the time limit if they are enrolled in a master's or doctoral program and need more time to complete the program requirements. Refer to Graduate General Regulations Section 1.12.2 for details.

Withdrawals

A student may withdraw from the University at any time by notifying the chair of the graduate program committee and the director, graduate admission and records. A student who has withdrawn from the University and who wishes to re-enter shall apply for readmission under the same conditions as any other applicant. (Per Graduate General Regulation 1.8.3).

Graduate Courses

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COURSE REGISTRATION

Registration opens six to eight weeks prior to the start of each semester. Students register online through http://go.sfu.ca and log in with their SFU computing ID and password. Tuition and student fees must be paid each semester by the end of the first month of the semester. For specific registration dates refer to the Graduate and Posdoctoral Studies published dates and deadlines.

DIRECTED READING COURSES

Students who want to work with instructors from FHS or other Faculties at SFU who share their particular interests, can register in directed readings courses and receive graduate credit. These courses require the approval of the instructor, the senior supervisor, and the Chair, Graduate Programs. Directed Readings forms and procedure are in the Forms and Documents section of this hanbook. The form must be completed and on file by the deadline each term (around the third week of classes).

WESTERN DEAN'S AGREEMENT: TAKING COURSES AT ANOTHER INSTITUTION

Students can take courses from another institution and receive credit at SFU through the Western Dean's Agreement. Student has to fill out a form which requires approval of the Graduate Program Chairs and the Deans of the institutions involved in this agreement. A deadline for the application is sent to students by email each term. Check out the form here.

*please read carefully, incomplete and late requests will not be reviewed*

Your form must be typed - do not hand-write the form, as it will be returned by the Office of Graduate Studies.

MPH students completing a WDA course must also submit a Course Substitution Request and course syllabus unless you are taking the course for extra credit.

All students need to attach permission from the instructor of the course you intend to take to your WDA request, this is an absolute requirement for SPPH courses.

Forms can be submitted to Kellie Smith by email at kellie@sfu.ca or printed and submitted to the FHS main office in Kellie's mailbox.

Please note:

Students will not normally be permitted to complete a course through the WDA when an equivalent course is offered through FHS

Once your form has been reviewed, a decision on whether it was approved or denied will be emailed to you. If approved, the form will be sent to the Graduate and Postdoctoral Studies Office at SFU for further processing. Once the form leaves our office and is sent to GPS, we are no longer involved in the process and cannot provide any updates on the status of your request

The WDA course will appear on your SFU transcript as WDA 803: Western Dean's Agreement in the term the course was completed – this is normal

In order to receive credit for the WDA course, you must submit an official transcript from the host institution, mailed to the below address, once the final grade has been posted. You will not receive a reminder to send an official transcript, so you must remember to do this.

SFU Graduate Student Society

The GSS is the student society and government for all graduate students at SFU, representing over 5,000 students in 37 academic programs at SFU’s Burnaby, Surrey and Vancouver campuses. The BC Universities Act recognizes the Society as the primary representative of graduate students in university affairs; through the collection of fees, the GSS provides a group benefit plan, grants and other funding, socials, student space, and support to departmental caucuses. The GSS also provides academic, professional, social, and recreational services to its members. For more information, please visit the GSS website.

Student Health and Wellness

My SSP (Student Support Program) offers 24/7 counselling support in multiple languages, by phone or app, to all graduate students. More information is available on the My SSP page.

Health and Counselling has also launched a Mental Health at SFU page showing multiple support options.

We encourage all students to take the Bouncing Back course through canvas. The Bouncing Back course will help you apply specific strategies to build and maintain your personal resilience and well-being, and to identify and access resources.

See a doctor or other health professional. Visit the health clinics in the same way you would see your family doctor. We have a team of doctors, nurses, and medical office assistants available to provide you with basic medical services at our on-campus clinics located in Burnaby and Vancouver.

Study and Research Help

Library Services and Research Commons

There are several quiet study areas in the W.A.C. Bennett Library (SFU Burnaby): Room 5102 and all of the 6th floor at library has been designated as a silent study space. Lockable study rooms are available for the masters and doctoral students who are in the final phase of writing their thesis. Offices are advertised to graduate students by email and are assigned through the Office of Graduate Studies.

SFU Library's Research Commons supports the research endeavours of the University community, with particular focus on graduate students during all stages of the research lifecycle - ideas, partners, proposal, writing, research process, and publication - and provides easy access to both physical and virtual research resources. The Research Commons contributes to the ongoing success of SFU’s graduate researchers by providing a comfortable and inspiring space and offering services which directly support research.